An exempt staff member, by nature of their position, is considered to be available for work assignments without additional compensation at times other than their regularly scheduled hours and appointments. The University does provide extra compensation to exempt staff when it is in the University's interest to utilize the services of exempt staff for extra and non-continuous assignments that meet the guideline for supplemental pay.

Non-Exempt Staff

A request for a non-exempt staff member’s participation in a project that involves additional hours of work for another University department (and not their assigned department), must be submitted on a Temporary Personnel Budget Action request; using the Employment Management System (EMS) via the BearQuest system. A non-exempt staff member must have prior approval by their assigned supervisor or department head to participate in the project. Additional work performed in the non-exempt staff member's department should be reported in Web Time Entry or by manual time card for overtime calculation purposes.

Guidelines for supplemental pay

The duties to be performed should be clearly differentiated from the types of duties the individual normally performs in their job description.

Normally, the duties should not be performed on a continuing basis. The work should not be performed during the regular work schedule of the individual, nor should it in any way impair the ability of the staff member to carry out their regular responsibilities.

An Interim Assignment in which an individual is assigned (in writing) to a different position (either in the same pay band or in a higher band) on a temporary basis where there is a vacancy. See Interim Assignment Section for more information. If additional duties performed are teaching duties, no more than two 3-credit courses (or their equivalent) may be taught in an academic year. (See Staff Teaching Baylor Courses BU-PP 034).

Typically, the work should not be performed for the supervisor/department head for whom the staff member regularly works. Exceptions to this include when extraordinary effort is required of the staff member for project work that is in addition to or outside of one's normal scope of responsibilities such as consulting, research, writing or analysis.

A staff member's participation in a project that involves extra compensation from another University's department should have prior approval for the participation and the amount of extra compensation from the staff member's supervisor or department head and divisional Vice President.

Supplemental pay may be used for the payment of taxable benefits for both exempt and non-exempt staff members (e.g., cell phones, car stipends, home offices, sign on bonuses, incentive pay, honorary awards, etc.).

Interim Assignment

The individual will be held accountable for the scope of the interim role that is identified by HR and their supervisor at the time of the Interim Assignment. HR and the manager overseeing the interim role will determine the potential compensation, as follows:

Interim Assignment to a position in the same pay band – If the interim position has the same pay potential as the individual’s own position, they may be eligible for supplemental pay equal to 5-15% of their base pay, depending on the degree of complexity and/or importance of the additional work (e.g., same budget, personnel, organizational decision making authority as the previous person in that role).

Interim assignment to a position in a higher pay band – Since the interim position has a higher base pay potential than the individual’s own position, an individual taking on such an appointment would be eligible for supplemental pay which is determined under the University’s promotional guidelines, as if the individual were being promoted to this position, and remaining in effect until the Interim Assignment is completed.

At the end of a qualified interim role, individual pay will return to the original base pay and will be increased by the same percentage amounts that the individual received through merit payments during the interim role. An individual memorandum will be given to the faculty or staff member outlining this arrangement.